Printing data/work in Excel often results in multiple pages instead of just one. I’m sure you’ve noticed this problem before. There are times when a new page needs to be printed just to accommodate a few extra lines of data (thereby wasting paper).
If you want to print a large Excel Spreadsheet on one page, then there are some simple steps you can take to ensure that your Excel data is printed on one page (or fewer pages). I will share a few methods for printing Excel sheets on one page in this Excel tutorial. It is possible to combine these methods for the best results. To create your work Excel Spread choose Best Monitor for Excel Spreadsheets.
Check How Many Pages Will Be Printed?
It’s a good idea to check the current state of the settings before optimizing them for one-sheet printing in Microsoft Excel.
No worries! Nothing needs to be printed. By checking the printed work and how many sheets will be printed, you can get an idea of how the printed work will appear.
By doing this, you will be able to optimize your print report, so you are using as little paper as possible while keeping the outcome beautiful and legible.
The following steps will explain how to use Print Preview to see the final print job:
- Click the File tab.
- Click the Print Option.
For Mac users, you can use the keyboard shortcut Command + P (Control + P on Windows).
When you click this, you’ll see a preview of how many pages will be printed and what will be printed on each page.
Within the Print preview mode, you can navigate to the next/previous page by using the arrow keys.
Best Way of Fitting and Printing a Large Excel Spreadsheet on One Page
Let’s see some methods for printing your report on one page (or fewer pages) by fitting all the data in one sheet.
Adjustment of Column Width or Row Height
Your columns don’t have to be too wide in many cases. By reducing the column width, you can save a lot of paper, since it determines how much data will be printed on one page.
When it comes down to it, how can you tell whether you have done enough? In order to make everything fit on one page, how do you know how much column width to reduce?
You can easily visualize the number of columns and rows on each page of your report by using the Page Layout View in Excel. In order to reduce the column width, enter Page Layout mode and then follow these steps:
- In the ribbon, click View.
- Select the ‘Page Layout’ option in the Workbook Views group. There will be scales on the top and left of the worksheet (and the data will be displayed differently).
- Fit the data on one page by reducing the column width. If you want to reduce the size of a column header, place the cursor at the edge of the column header. Click and drag to do so.
You can now print the data once it is all on one page.
There may be times when part of the data in a cell is cut off and not displayed fully. Column width sometimes causes this to happen. Excel’s Wrap text feature will enable you to correct this issue.
When you click on the View tab and then click on “Normal”, you will return to the normal view (and leave the Page Layout view).
Change the Scaling (Fit All Rows/Columns in One Page)
The Excel worksheet can be rescaled automatically to fit more rows and columns on one page. In this case, everything is simply scaled back so that all the columns or rows fit on one page
Imagine that when printed, the columns extend across two sheets. You can scale down the printed sheet by following these steps:
- Click on the File tab.
- You can print the document by clicking the Print button (or by using the shortcut Control + P).
- The Scaling option on the left of the Print window can be found by clicking the last option in the Print window.
- Select one of the below options:
- Fit Sheet on One Page
- Fit All Columns on One Page
- Fit All Rows on One Page
According to the options you selected, the sheet would be scaled to fit the page (as outlined above). In the sheet preview on the right, you can also see how the data would appear.
Note: When only a few rows/columns are spilling over to one side of the page, the ‘Fit Sheet on One Page’ option is appropriate. The printed data may become too small to read in case there are many.
The worksheet data is not affected. The data is only scaled for printing.
Hide or Delete Rows/Columns
Hide any columns or rows that aren’t needed when printing to get everything on one page. While you can make these visible again at a later time, hiding them during printing ensures that you will use fewer pages and optimize space when printing.
Select the rows/columns you wish to hide, right-click, and then select Hide.
You should open the Page Layout mode first and then do this. To fit all the data on one page in Excel, it is helpful to see how many rows/columns you must hide.
Reduce the Font Size
By reducing the font size, it is also possible to fit extra rows or columns (that currently take up additional pages when printed) on the same page.
If you want to print a couple columns on one page, you can resize them. There are times when you require printed data that typically goes in the appendix, yet no one reads or cares about that part of the document.
Print Selected Data only (or Set the Print Area)
If you have a large dataset, but do not want to print everything it contains, you can use a partial print option. Perhaps you only wish to print a subset of it.
When you are just looking to print a single row of selected data in a worksheet, you can accomplish that by following these steps:
- Please select the data you would like to print.
- Click on the File tab.
- Print (or press Control + P if you are using the keyboard).
- Click the first option in the Print screen that appears.
- Select Print Selection from the Print menu. In addition, you’ll also see that the preview changes so that only the printed portion is shown.
- Click the Print button.
Only the selected datasets would be printed using the above steps. You will be required to print multiple sheets if you chose a dataset that can’t fit into a single pamphlet. However, you can print selection on a single page by changing the scaling to ‘Fit Sheet on One Page’.
Printing the selected data once in a while is an appropriate use of the above method. However, if you want to print the same selection from several worksheets, setting the print area is a better option. As soon as this Print Area is set, Excel will ignore all other data on the sheet except for the data in this Print Area.
Follow the below-given steps:
- The print area is set by selecting the data you want to use
- To access the Page Layout tab, click on it
- Click the Print Area option in the Page Setup group
- Set the print area by clicking on Set Print Area
The print area will only be shown in the Print Preview when you attempt to print a worksheet.
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